Importance of Communication during the Commissioning Phase

 

It is the responsibility of the commissioning authority to make sure that all building systems perform optimally while meeting the functional and operational requirements of the owner. Dozens of technical skills are involved in the process. However, there is one soft skill, which is equally important, when it is about the commissioning process. Yes, we are talking about “communication”!

Typically, global commissioning companies begin by setting expectations and explaining their role. The initial commissioning meetings should be held during the design and construction phases, involving a representative from every party.

Keep reading to know what the commissioning authority needs from the team during the construction phase and what the standards for communication should look like. Also, understand what actions a commissioning authority should take in order to being a resource – and not a burden – to the team.

 

Effective Use of Emails

You may think that emails make it easier for a team to maintain communication. But, is it so?! Note that commissioning is not always on the top of minds of project managers, but they are responsible for all types of outgoing and incoming communications. Countless emails –comprising key information pertaining to commissioning – are exchanged between project managers and the design team without the inclusion of the commissioning authority. Ignoring the commissioning authority in such important discussions not only lowers the value to the project owner, but it can also degrade the value of the whole commissioning process and may even result in missed opportunities.

For instance, the commissioning authority arrived on the site on any given day and found that two exhaust fans were already installed, but in an incorrect manner. Allowing the fans to operate as installed might result in loss in operational efficiency in the long run as well as lead to annoying adjustments to the fan’s variable frequency drives. The project managers and the design team would also insist that their installation was proper. This means, had the commissioning authority been alerted about the installation well in advance, the issue and its consequences would have been averted.

Project teams often use electronic project information management tools to monitor and maintain records and documentation. Many people, these days, rely on advanced commissioning software to get this job done. This is particularly beneficial in reviewing the majority of RFIs, drawings and submittals. However, it still cannot replace a courtesy call or a time-sensitive email to the commissioning authority to inform them about any early equipment installation or air handler equipment start-ups.

  

Be Available & Connected

The commissioning authority should expect enough emails and other forms of communication from the other team members working on the project, but it is their personal responsibility to have regular updates on the project and interact directly with the project managers and team members throughout the construction phase.

This can easily be done by sending emails and making friendly calls, being actively involved in construction-specific meetings, and visiting the site to meet with the installation team members on whom they depend for resolving deficiencies.

Earning the respect and trust of these hard-working professionals can be time-consuming. Showing interest in what they do, giving positive feedback to them on outstanding installations and giving solid handshakes with direct eye contact help build good rapport while facilitating cooperation and strengthening the willingness to work together. A box of chocolate or cookies for the project site is never a bad idea, either.

 

On-Site Conversation

With the installation of duct-work, piping and other mechanical equipment is complete, the commissioning authority requires more time to spend on site. Site visits are a great way to connect and reconnect with the installation team members, verify their installation-specific schedules and gather their views on how the project is progressing.

You can also consider having informal one-on-one meetings with the project managers of mechanical and construction teams. Use this time to discuss the equipment you reviewed, and any deficiencies identified and how to resolve them – as well as to provide the formal site visit documentation.